Executive Assistant 

Location: New York, NY

Our candidate will have proven experience proactively supporting senior leaders with growing organizations, experience efficiently tracking and organizing deliverables on their behalf. Our new team member must diplomatically represent the senior leader at all levels of the corporate hierarchy which includes interacting with various executive level clients and internal stakeholders across all lines of businesses and represent the firm professionally at all times.

Job Responsibilities

• Gatekeeper of all contact with the public, clients and staff coming through the executive's office
• General office support to include phone coverage, administrative tasks initially and will become a dedicated Executive Assistant to the leadership team by Q4 2023
• Manage extensive and complex calendar for Senior Executive in a fast paced and dynamic environment
• Work closely with Business Manager on maintaining key documents including organizational charts and background materials. Able to take succinct minutes and replay key takeaway and themes from senior meetings when needed.
• Coordinate and organize senior meetings, draft communications and presentations including agenda setting, material preparation and distribution.
• Arrange and maintain extensive travel plans and itineraries for both international and domestic travel
• Organize internal meetings for managers including conference rooms scheduling/order food/refreshments as needed
• Manage the submission of expense reports for the senior managers in a timely and efficient manner
• Coordinate and assist in gathering information for special projects using sound judgement in determining priorities, ability to multi-task
• Handle sensitive information in a confidential manner
• Occasionally may be required to provide support to Reception when temporary help is not available
• Must be able to process purchase orders (P.O.’s) and processing of invoices as directed
• Experience working with AP and procurement, an understanding of project payments when coding purchase orders
• Other duties as assigned.

Requirements 

• Polished communication skills, both verbal and written
• High level of integrity, ethics and professionalism; discrete in dealing with information of a sensitive and confidential nature
• Excellent knowledge of the Microsoft Office suite with advanced knowledge of both Excel and PowerPoint, including experience in creating PowerPoint presentations and charts; working knowledge of Concur a plus
• Ability to work in a dynamic, complex, fast paced environment, to adapt quickly and to manage changing priorities; capable of working in a high-pressure environment.
• Highly organized with attention to detail
• Professional, energetic attitude with excellent communication and interpersonal skills.
• Helpful to have a depth of renewable energy knowledge or a financial services background, basic project management skills, strong interpersonal, communication and influence skills.

Qualifications

• College degree or equivalent job experience with a minimum five (5) years as an executive or administrative assistant including experience providing administrative support at the Executive level
• Strong personal leadership, ability to work independently and effectively in a demanding, changing environment
• Exceptional travel planning skills and knowledge
• Detailed and strong organizational skills
• Exceptional interpersonal, presentation and communication skills

Salary: $100,000 - $120,000